Finishing Projects, Locking Individual Functions or Events

Once all positions of a single function, an event, or an entire project have been filled, Staffcloud offers the option to block further registrations or to reject employees who registered but were not assigned.

Closing Individual Functions or Events

If individual positions or entire days/events are already fully planned, it makes sense to block further registrations for invited employees, as additional staff will most likely no longer be required.

This can also motivate employees to respond more quickly to invitations, since a position may no longer be available or registration may no longer be possible.

Lock icons in scheduling

In Staff Planning, you will find small lock icons for both events and individual functions.

By default, these locks are open.
By simply clicking on the lock icon, you can close (lock) the function or event.

Effect of closing

• Closing a single function blocks registrations for that specific function.
• Closing an event automatically closes all functions within that event with a single click.
• Once closed:
  • The invitation disappears from the employee app
  • Employees can no longer register for the closed function or event

Reopening functions or events

If additional employees should be allowed to register at a later point, you can easily reopen the function or event by clicking the lock icon again.

Automation option

Closing can also be handled automatically.
For more information, see the related article: Automated Staffplanning

Finishing a Project

If the entire scheduling of a project is complete, the project itself can be finished. 

By clicking the “Finish” button, you can perform the following actions with just a few clicks:

1. Block all events and functions of the project from further registrations
2. Convert all provisionally assigned employees into fixed assignments
3. Change all employees with the status “registered” to “rejected”
4. Inform employees accordingly whether they have been assigned or not

Confirmation and notifications

After clicking “Finish”, a pop-up window opens where you can manage:

• which processes should be executed, and
• which notifications should be sent before final confirmation.

After clicking “OK”, the selected processes are executed and notifications are sent according to the settings under:
Configuration → General Settings → Notifications

Summary

• Functions and events can be manually closed and reopened at any time
• Closing prevents further registrations and removes invitations from the app
• Entire projects can be closed in one step, including assignment finalization and notifications
• Automated closing is available as part of automated scheduling

Related articles

Projects, Events & Functions

Automated Staffplanning

Staff Planning - Planning

Managing notifications